Veterinary Client Service Coordinator

Job Description

Job Description

Description

Are you passionate about pets, people, and providing exceptional customer service? Austin Urban Vet Center is seeking an enthusiastic, dependable, and compassionate Client Service Coordinator (CSC) to join our growing veterinary team. Whether you're looking for a full-time or part-time opportunity, this is your chance to become an important part of a close-knit team dedicated to delivering outstanding care to pets and their families in the heart of Austin.

As the first point of contact for our clients, you'll help create a welcoming, positive experience while supporting our doctors, technicians, and hospital staff in a fast-paced, collaborative environment.

About the Role

The Client Service Coordinator serves as the face of our veterinary hospital, ensuring every client and patient receives a warm welcome and exceptional service from check-in through check-out. This role combines customer service, administrative support, client communication, scheduling, financial transactions, and compassionate care during both routine visits and difficult moments.

Some of the responsibilities you will own in this role:

Client Experience & Customer Service

• Welcome clients, visitors, and patients with a friendly and professional demeanor 
• Provide exceptional customer service in person, over the phone, and via email 
• Listen empathetically and communicate clearly with clients 
• Assess client needs and direct them appropriately upon arrival 
• Maintain a calm, compassionate presence during emergencies and sensitive situations 
• Keep clients informed of appointment delays and wait times 
• Serve as a liaison between clients and medical staff 
• Provide emotional support and resources for grieving pet owners 

Appointment Scheduling & Communication

• Schedule, confirm, reschedule, and cancel appointments 
• Answer multi-line phone systems professionally and efficiently 
• Route emergency calls appropriately 
• Provide accurate appointment preparation instructions 
• Document client communications in hospital software 

Medical Records & Administrative Support

• Prepare and maintain medical records 
• Accurately enter client and patient information 
• Process emails, faxes, and correspondence 
• Ensure documentation is complete, accurate, and professional 
• Maintain organized records and hospital communications 

Financial & Front Desk Operations

• Process client payments and invoices 
• Maintain and reconcile cash drawer 
• Explain payment options, including CareCredit 
• Complete accounting logs and daily financial reconciliation 
• Assist clients with financing applications 
• Ensure accurate financial documentation 

Hospital Support

• Collaborate with veterinary technicians and doctors to optimize patient flow 
• Monitor lobby cleanliness and appearance 
• Assist with aftercare documentation and pet memorial services 
• Troubleshoot client concerns and seek solutions proactively

Preferred Qualifications

Required

• High school diploma or equivalent 
• Excellent customer service and communication skills 
• Strong attention to detail and organizational abilities 
• Ability to multitask in a fast-paced veterinary environment 
• Basic computer proficiency 
• Strong problem-solving skills and sound judgment 
• Ability to accurately handle financial transactions 
• Dependable, punctual, and team-oriented 
• Legally authorized to work in the United States 

• Previous experience in a veterinary hospital, animal clinic, medical office, or healthcare setting 
• Experience with veterinary practice management software 

This position is ideal for someone who is:

• Dependable – You consistently show up ready to support your team. 
• People-Oriented – You enjoy helping clients and building relationships. 
• Detail-Oriented – Accuracy and organization are important to you. 
• Compassionate – You genuinely care about pets and their families. 
• Team-Focused – You enjoy collaborating and contributing to a positive workplace culture. 
• Calm Under Pressure – You can remain professional and composed during emergencies and emotional situations.

Benefits

• Paid time off
• Health insurance
• Dental Insurance
• Vision insurance
• Employee discounts
• Flexible schedules
• 401K with company match
• Training and Career development